Liquor & Tobacco Secretary - 12 Months Contract

**Job Advert Summary**:
Provide administrative support to the Liquor & Tobacco team and Product Development HOD and to ensure that all Secretarial/Administrative/Support requirements are met. Support the team to perform their responsibilities in an organised and timely fashion which is consistent within the operating practices of the organisation, the requirements of their roles and in doing so provide support to the division.

**Duties & Responsibilities**:
Compile and distribute all the relevant documentation in advance to ensure smooth running of meetings, as well as take minutes in meetings

Perform general secretarial duties

Book venues for meetings and ensure all the requirements for the meeting are organised

Organise all necessary documentation for travel, accommodation arrangements and all related issues (i.e. visas, foreign exchange etc.) for the team

Attend and process all telephone calls/requests promptly, efficiently, and courteously

Provide appropriate and accurate information to suppliers, customers, and colleagues on behalf of the team

Prepare and edit business related presentations, reports, and contracts in line with the set standards

Create purchase orders for expenses and submit invoices for processing and all other admin related processes

Maintain vendor files, contact reports, spend sheets

Ensure all vendor/adhoc billings are processed timeously

Liaise and assist with relevant stakeholders to arrange events and functions

Participate and assist with projects assigned.

**Minimum Requirements**:
Matric and/or equivalent to a Secretarial diploma

Minimum of 3-5 years in a secretary role

Experience with high efficiency and accuracy of typing and word processing

Experience with diary and travel management

Proficient with advanced MS Word, Excel, PowerPoint, and Outlook skills

Proven track record in terms of accuracy and consistency in completion of tasks

Knowledge of SAP is advantageous

**Competencies**:
Attention to detail

Strong communication skills

Ability to solve unfamiliar problems by generating workable solutions

Reliable and trustworthy

Sense of urgency and excellent planning skills

A team-player who is prepared to help wherever required

Professional and service orientated

Excellent interpersonal skills

Shows initiative in dealing with tasks

Strictly maintain confidentiality

Time management

**Additional Information**: Competency based interview to assess above requirements